There are many times when your business needs to change a registered office address in the UK. This could be the time when you want to relocate or expand your business, or it could be the result of changing rental costs. However, because of insufficient knowledge, many individuals often face difficulties regarding the process of change.
But you don’t have to take headaches anymore. In this guide, we will walk you through the straightforward process of changing your registered office address, meeting all the legal requirements, and avoiding any potential pitfalls, including the consideration of the changes to UK company law 2024.
Let’s start without any delay!
Meaning of a Registered Office Address
Many individuals, residents or non-residents, doing business in the UK are still not sure what a registered office address is.
If we tell you simply, a registered office address is the primary business address where formal correspondence and legal documents are sent from HMRC, Companies House, and other government bodies. This address must be physical and publicly available so that any legal notices, correspondences, and official documents are not missed.
Importance of Registered Office Addresses of a Company
As previously stated, a business needs a registered office address in order to receive all letters from UK government officials, regardless of the type of facility or occupant. Therefore, it has to be an address that the business owners can access. For various reasons, your business needs to get a registered office address:
Legal Requirement: When you set up your company, providing a registered office address is not optional—it’s a legal necessity. Without this address, your company registration cannot proceed. It ensures that your business is properly registered and compliant with legal standards.
Company Image: Your registered office address is publicly accessible information. A legitimate and properly maintained address lends credibility to your business, enhancing trust with potential customers, clients, and other businesses. An unofficial or non-existent address could make your company appear untrustworthy and deter potential partners.
Stay Informed and Connected: Receiving official correspondence from authorities like HMRC is critical. A valid registered office address ensures you stay informed about important communications and regulatory updates. Ignoring or missing such correspondence due to an inaccessible address could lead to legal complications and affect your business operations.
Legal Requirements to Change a Registered Office Address in the UK
Before making any changes, ensure that the new address meets the legal requirements, especially with new regulations that come into effect on March 4, 2024.
Physical Location: It must be a physical location within the UK where official correspondence can be received. The address should be accessible to the business owners and suitable for receiving mail from Companies House and other regulatory bodies.
Your home address can be used for this purpose if the business is incorporated in the same jurisdictions (Scotland, England and Wales, Northern Ireland) of the UK.
Director Approval: The decision to change the registered office address typically requires approval from the company’s directors.
Appropriate Address: Starting 4 March 2024, companies must use an “appropriate address” as their registered office at all times. Changes in registered office address in Companies Act 2024 are one of the things you must be aware of. But what does an appropriate address mean? It’s an address where:
- Any documents sent to the registered office should reliably come to the attention of someone authorized to act on behalf of the company.
- Any documents sent to that address can be recorded by an acknowledgment of delivery.
Email and Authentication Code: An authentication code is required to change a registered office in the UK, which Companies House provides as a security precaution. To access and make changes to your company’s online records, including changing the registered office address, you will need this code.
Make sure your contact details, especially your email address, are up-to-date to receive any confirmation or further instructions from Companies House.
Restriction on Using a PO Box: If your PO Box is currently used as the company’s registered office address, you must update it as soon as possible. Serious repercussions might ensue if you don’t.
Nonetheless, if the address satisfies all of the aforementioned conditions, you may still use the address of a company formation agent like Business Globalizer or a third-party agent.
How to Update the Registered Office Address in the UK?
Your registered office address can be changed online quickly and simply as the primary method. However, in certain circumstances, such as for private limited companies or when resolving issues with an “inappropriate” address, you might need to submit the change by post using Form AD01.
Change Registered Office Address in the UK Online
Here is the process you can follow to change a registered office address in the UK online:
- Visit the Companies House website and navigate to the “Find and update company information” section. For this, you will need the “email address and password” you used to sign up for the online service of Companies House.
- Also, an authentication code will be needed that was given by Companies House previously. If you don’t already have an online account, you’ll need to create one.
- Look up the name of your company.
- Select “file for this company” and adhere to the guidelines.
- Give your new building’s name and/or number and postcode here. This address can be found in the search bar or entered manually.
- Lastly, submit the changes. A confirmation email from Companies House will be sent out within a few minutes.
Change Registered Office Address in the UK by Post
While the online method is generally preferred, you can still change your registered office address by post by filling out the ADO1 form. Whether you prefer this method due to convenience or necessity, it’s essential to follow the correct procedure to ensure your company remains compliant. Here’s what you need to do:
- Firstly, you need to obtain and complete the AD01 Form—which is available for download from the Companies House website.
- Fill in all the required details, including your company name, company registration number, and the new registered office address.
- While Form AD01 is the primary document, it’s also wise to include a cover letter summarizing your request. Although not mandatory, this can help clarify your intentions and ensure the smooth processing of your application.
- The form must be signed by a director or company secretary.
- Once your form is complete and double-checked for accuracy, mail the completed form to the Companies House address specified on the form.
By carefully following these steps and ensuring your new address meets all legal requirements, you can successfully replace your registered office address and keep your company compliant.
When the Changes to the Registered Office Address Take Effect?
Wait, your task is not done yet!
After Companies House has processed your request, update all company records, including letterheads, websites, order forms, receipts, and any official documents, to reflect your new registered office address. This ensures consistency and compliance across all business communications.
Once your address change is processed, the new address will be updated on the public register.
Note 1: It’s important to notify your clients, suppliers, and business partners of the new address immediately after it’s registered to avoid any communication disruptions or legal issues.
Note 2: After changing your registered office address, make sure to update this information in your next Confirmation Statement (CS01) to keep your company records accurate with Companies House.
How Much Does It Cost to Change a Registered Office Address in the UK?
There is no cost associated with this process with Companies House to change a registered office address in the UK online. However, you may incur costs related to postage and any additional charges if you use recorded delivery or other postal services when you request by post.
Also, if you hire any company formation agent or third-party service, this may require a certain fee for the service.
It’s good to remember that any previous addresses you’ve used as a registered office will remain on the public register for the lifetime of the company and 20 years after the company has been dissolved. This means that while your current address will be updated, past addresses will still be visible in the historical records.
Such as, if you used your home address previously, this will be publicly visible even after a long time of your company’s dissolution.
Don’t panic! Still, you can request that Companies House conceal it from the public register or take it out of any publicly accessible records. Therefore, you need to download and submit an application form specifically for this purpose. Each document listed in the application costs £30 to remove.
What Needs to be Taken into Consideration When Choosing a Registered Office?
When selecting a registered office address for your company, there are several key factors to consider:
- Permissions and Restrictions: If you choose to use your home address, verify any restrictions in your rental or mortgage agreements. Some contracts may prohibit using the property for business purposes. If necessary, seek permission from the relevant party and obtain written confirmation to avoid future disputes.
- Public Register Visibility: Your registered office address will be listed on the public register, meaning anyone can view it. If privacy is a concern, especially if using a home address, consider how this might impact you. You might choose a third-party service or the address of your accountant, provided you have permission and the service includes forwarding all company mail.
- Third-Party Address Services: Many companies offer registered office address services. These can provide a professional address and forward your mail, but ensure the service is comprehensive and reliable to avoid missing important correspondence.
- Consideration for Different Business Structures: For Limited Liability Partnerships (LLPs), the address change process is similar to that of limited companies and can be done online or by post using form LLPAD01. Limited Partnerships require submitting Form LP6 by post, as there is no online portal available for these changes.
- Change of Registered Office Checklist: When completing the form AD01, you need to go through cross-checking to prevent the information from being missing or incorrect.
Consequences of Using an Inappropriate Address as a Registered Office
Okay, so we have already covered that using an inappropriate address isn’t acceptable to change a registered office address in the UK. When Companies House identifies an inappropriate address, they’ll change it to a default address and give your company 28 days to provide a new, appropriate address with evidence of a link to it.
If you are unable to comply, your company may be removed from the register.
Is Business Globalizer Registered Office Service an Appropriate Choice?
Yes, Business Globalizer’s registered office service is an appropriate choice for your company’s address. It meets all UK regulatory requirements, providing a physical location for receiving official correspondence and legal documents. The address is accurately recorded on the public register, ensuring transparency.
Plus, Business Globalizer offers a reliable mail forwarding service, so you won’t miss any important documents. This professional service helps maintain your company’s compliance and enhances its credibility.
FAQs
Q1: How long does it take to change a registered office address?
Answer: Changing your registered office address in the UK by post typically takes around 5 to 10 business days. This timeframe includes the time needed for Companies House to process your application once they receive it.
But if you choose to change your registered office address in the UK through Business Globlaizer, it takes up to 2-3 working days.
Q2: How long does it take Companies House to remove an appearing address from the public register?
Answer: The processing time can vary, but it generally takes about 10 to 15 business days to update the register and remove the address with Companies House.
Q3: How can I determine if my current registered office is a default address?
Answer: To check if your registered office is a default address:
- Search the Public Register: Go to the Companies House website and look up your company. A default address often appears as a Companies House address or a standard default address.
- Review Correspondence: Look for notices from Companies House that indicate a default address.
- Contact Companies House: Reach out directly to confirm your current registered office status.
- Check Recent Changes: Ensure your address changes were processed correctly. If not, your address may default to a standard address.
Final Words
In summary, choosing an address involves careful consideration of location, permissions, privacy, and the potential use of professional services to change a registered office address in the UK. Ensure your address meets legal requirements and suits your business needs to maintain compliance and avoid any operational issues, as this address will serve as the official point of contact for all statutory and legal correspondence.
